1. PantherSoft Financials Procure to Pay Process
Office of the Controller

2. Agenda Procure to Pay Workflow Creating Requisitions Purchase Order
Three Way Matching
Creating Receipts
Activity Summary
Unencumbered Payment Requests
Tips & Tools
Website & Links
Office of the Controller

3. Procure to Pay Workflow

4. Requisition Created in PantherSoft
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Requisition Created in PantherSoft
Log into PantherSoft Training for hands-on.
Creating a Requisition
Entering Requisition Change Orders
Viewing Requisition Information
Creating Receipts
Office of the Controller

5. Creating Requisitions - Navigation
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Creating Requisitions - Navigation
Office of the Controller

6. Creating Requisitions - Navigation
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Creating Requisitions - Navigation
Office of the Controller

7. Creating Requisitions - Navigation
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Creating Requisitions - Navigation
Office of the Controller

8. Creating Requisitions
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Creating Requisitions
Office of the Controller

9. Creating Requisitions
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Creating Requisitions
If your Panther ID (PID) and name are not populating in the Requester field, this indicates that you have not completed your Access Request Form.  Please contact the Financials Systems and Support Helpdesk at ext 7200 for assistance. You can still proceed with creating the requisition.
Select CO Change Order only if you are increasing the original amount. Otherwise, select PO Purchasing to create a new Purchase Order.
Blanket PO’s must be recreated each fiscal year
Office of the Controller

10. Creating Requisitions – Origin to Change Order
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Creating Requisitions – Origin to Change Order
Change Orders must include original PO number in Description field (ex. CO ).
A change order is only done to increase the original amount.
Select CO Change Order only if you are increasing the original amount. Otherwise, select PO Purchasing to create a new Purchase Order.
Office of the Controller

11. Creating Requisitions – Override Defaults
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Creating Requisitions – Override Defaults
First click Override button
By selecting Override you can use the SpeedChart function or update the account fields from the defaults.
Office of the Controller

12. Creating Requisitions – Vendor & Vendor Location
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Creating Requisitions – Vendor & Vendor Location
Choose Vendor you wish to purchase from.
Choose “Purchasing to Select” if you are unsure or need a quote.
This is a required field.
Select the Vendor Location that matches the vendor quote.
This is a required field.
You should always have a Vendor Quote when entering a requisition unless it is a Blanket PO.
If a vendor is not in Panthersoft, the vendor must submit an electronic application from the Purchasing website and Contact the Tax Compliance Office if using foreign vendors.
Office of the Controller

13. Creating Requisitions - Amount or Quantity
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Creating Requisitions - Amount or Quantity
Choose Distribution types:
Amount is for Services paid over time or when paying a dollar amount.
Quantity is for Goods received over time or when receiving a good.
Office of the Controller

14. Creating Requisitions - SpeedCharts
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Creating Requisitions - SpeedCharts
Choose a SpeedChart for Distribution by entering a Department or Project ID. This will populate the correct chartfield strings.
Office of the Controller

15. Creating Requisitions - Delivery Instructions
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Creating Requisitions - Delivery Instructions
Unless you are shipping to your Central Receiving Office, leave the Ship To location set to SEE BELOW.
Any chemical related products should be shipped to Scientific Receiving
Scroll to the right to enter the Location.
Office of the Controller

16. Creating Requisitions - Delivery Instructions
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Creating Requisitions - Delivery Instructions
Search by Description to find where you want the items delivered.
You will specify delivery instructions in the Comments.
Office of the Controller

17. Creating Requisitions
Confirm if all lines or a single line will apply changes from the defaults

18. Creating Requisitions - Adding Comments
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Creating Requisitions - Adding Comments
The comment bubble is for Purchasing use only.
Office of the Controller

19. Creating Requisitions – Comments
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Creating Requisitions – Comments
A free-form text field is available for Comments, but you can select a Standard Comment to ensure that all the shipping information is included with your requisition.
Click the Copy Standard Comments link
Office of the Controller

20. Creating Requisitions – Comments
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Creating Requisitions – Comments
MMC
MMC
The following comment types are set up to allow the departments to select the correct ship-to location and to type in their delivery building & room number:
   -  MMC – Modesto A. Maidique Campus Address
   -  BBC – Biscayne Bay Campus Address
   -  EC – Engineering Center Address
For Blanket POs select one of the following standard comments:
   - BPO – Blanket PO Invoice
   - BPP – Blanket PO Period
For Blanket POs select one of the following standard comments:
   - BPO – Blanket PO Invoice
   - BPP – Blanket PO Period
Office of the Controller

21. Creating Requisitions – Comments
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Creating Requisitions – Comments
Office of the Controller

22. Creating Requisitions – Comments & Attachments
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Creating Requisitions – Comments & Attachments
Update the delivery and special instructions. Make sure to note if the item will be delivered to a different location from requester’s office or any specific handling instructions. Each should go on a separate box.
Upload expense quotes or any other attachments.
(Cannot be more than 20 characters long.)
Do not attach INVOICES to this document.
Office of the Controller

23. Creating Requisitions – Entering Items
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Creating Requisitions – Entering Items
Use the Account number that has funding in your department’s budget
Description should be what item is:
Dell Latitude E-6500
Apple I-pad 2
Office of the Controller

24. Category Code & Accounts
For Non-Project Purchases – The requisition will go through even if that account has no funds. This may cause a budget issue later for the department.
For Project Purchases – If the account does not have available funds the requisition will go into budget error and will not source over to Purchasing. The requester must arrange for a budget transfer to make sure that there is funding in the account to cover the purchase.

25. Creating Requisitions – Identifying Items
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Creating Requisitions – Identifying Items
Check “Amount Only” box when purchasing services or for Blanket POs.
Office of the Controller

26. Creating Requisitions – Reviewing Information
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Creating Requisitions – Reviewing Information
Add or Remove additional lines as necessary for additional items to be purchased from this vendor.
To review the distribution of individual item, use the “Schedule” icon on the individual lines, located on the this page.
Do not add comments in the comment bubble. This area is for Purchasing only.
Schedule
To distribute individual items as needed over 2 or more Departments or Projects, use the “Line Defaults” icon on the individual lines, located on the this page.
Line Defaults
Office of the Controller

27. Creating Requisitions – Reviewing Information
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Creating Requisitions – Reviewing Information
Office of the Controller

28. Creating Requisitions – Reviewing Information
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Creating Requisitions – Reviewing Information
To distribute the requisition over two or more Departments or Projects, Use the “+…” button to add more lines. Remember to split the “Percentage” to reflect the distribution.
Otherwise, you can distribute individual items as needed using the “Line Distribution” icon on the individual lines, located on the main page.
Office of the Controller

29. Creating Requisitions – Saving Information
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Creating Requisitions – Saving Information
Click Line Details to verify the Category Description and Code
Office of the Controller

30. Requisition Status – Buyer Information

31. Requisition Status – Buyer Information

32. Requisition Status – Buyer Information
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Requisition Status – Buyer Information
Office of the Controller

33. Requisition Status – Buyer Information

34. Requisition Status – Buyer Information

35. Requisition Status - Navigation
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Requisition Status - Navigation
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36. Requisition Status - Navigation
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Requisition Status - Navigation
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37. Requisition Status – Search Results
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Requisition Status – Search Results
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38. Requisition - Review Information
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Requisition - Review Information
Requisition & Budget Status
Open All Columns
Document ID allows you to drill to the document. If it is blank or says “No Document” contact your Budget Manager.
Office of the Controller

39. Procure to Pay
Requisition Status
Approved – The Requisition is approved and the request has been sent to Purchasing. Pending – Indicates that the approver must take an action. Open – Indicates that the requisition has been saved, however the “Check box” has not been checked. Cancelled - This action was taken by the Requestor based on an or directive from the department’s Expense Manager. Complete – The requisition has been paid/received.
Office of the Controller

40. Procure to Pay
Budget Status
Valid – Budget is available and ready. Not Chk’d – Indicates that it has not been selected by the automated budget checking process. Error – No budget available. Contact your Budget Manager. They should check Commitment Control and add budget to correct account you are charging.
Office of the Controller

41. Requisition - Review Information
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Requisition - Review Information
Click on Requisition ID to investigate the Requisition Status
Office of the Controller

42. Requisition - Review Information
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Requisition - Review Information
Unapproved Requisition: Pending Status
Office of the Controller

43. Requisition - Review Information
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Requisition - Review Information
Unapproved Requisition: Pending Status
If there is no Panther ID in this area, this indicates that the Requisition has not been approved at the Department level.
Office of the Controller

44. Requisition - Review Information
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Requisition - Review Information
Approved Requisition: Approved Status
Office of the Controller

45. Requisition - Review Information
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Requisition - Review Information
Requisition On PO: Complete Status
Office of the Controller

46. Purchase Order - Navigation
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Purchase Order - Navigation

47. Purchase Order - Status
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Purchase Order - Status
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48. Purchase Order - Status
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Purchase Order - Status
Approved – The PO is approved and awaiting the notification to the Vendor. Cancelled – The PO has been cancelled via notification to Purchasing. Complete – The PO has been paid/received and is closed and no further changes can be made. Dispatched – The PO is approved and the notification has been sent to the Vendor. Pending – The PO is awaiting further approval.
Office of the Controller

49. Three Way Matching Purchase Order Invoice Receiving Procure to Pay
Office of the Controller

50. Three Way Matching The PO is always created first from a Requisition.
Procure to Pay
Three Way Matching
The PO is always created first from a Requisition.
The merchandise is received in good order either by Central Receiving, Scientific Receiving, or the Department.
The invoice is received and entered into PantherSoft by the Accounts Payable team of the Controller’s Office.
Office of the Controller

51. Procure to Pay
Three Way Matching
Will AP pay the vendor without the vendor having provided the service or merchandise? Absolutely Not! Because of the Three Way Matching rule, until the department enters into the system and receives against the PO, the payment will never leave the University. In effect the department controls when payments are made by controlling the receiving of the merchandise or service.
Office of the Controller

52. Three Way Matching Invoices:
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Three Way Matching
Invoices:
Original Invoices must be sent to Accounts Payable. A paper invoice or ed is required for payment.
Some Vendors send the invoice before the merchandise arrives or the service is rendered.
There is a State of Florida Regulation, FS a-c, which allows a vendor to receive additional Interest Payment on all open balances over 40 days from the date of the accepted invoice.
Office of the Controller

53. Procure to Pay
Creating Receipts
Office of the Controller

54. Creating Receipts - Navigation
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Creating Receipts - Navigation
Office of the Controller

55. Creating Receipts - Navigation
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Creating Receipts - Navigation
Office of the Controller

56. Creating Receipts - Navigation
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Creating Receipts - Navigation
Delete the information from these fields.
Delete the information from these fields.
Office of the Controller

57. Creating Receipts – Selecting PO Line
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Creating Receipts – Selecting PO Line
Office of the Controller

58. Creating Receipts – Update Quantity

59. Creating Receipts - Received Line
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Creating Receipts - Received Line
Office of the Controller

60. Creating Receipts - Received Line
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Creating Receipts - Received Line
Office of the Controller

61. Reviewing the entire process
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Reviewing the entire process
Requisition is done.
Everything was approved and processed into a PO.
The merchandise was delivered.
A receipt was entered against the PO.
The Invoice came in and It was delivered to the Accounts Payable team in the Controller’s Office.
Can I find out the status?
Office of the Controller

62. Activity Summary - Navigation
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Activity Summary - Navigation
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63. Activity Summary - Navigation
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Activity Summary - Navigation
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64. Activity Summary – Original Requisition
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Activity Summary – Original Requisition
Office of the Controller

65. Activity Summary –Receiving Documentation
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Activity Summary –Receiving Documentation
Office of the Controller

66. Activity Summary – Invoice Information
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Activity Summary – Invoice Information
Office of the Controller

67. Activity Summary – Matching Status
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Activity Summary – Matching Status
Office of the Controller

68. Activity Summary – Return to Vendor
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Activity Summary – Return to Vendor
Office of the Controller

69. Unencumbered Payment Requests
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Unencumbered Payment Requests
Unencumbered Disbursement Request - is a request for disbursement on an item when a Requisition and/or PO is not created. The form can be found at
The items purchased must be on the Allowable Unencumbered list.
Should not be used in place of a Requisition and/or Purchase Order.
If an item is purchased before completing a Requisition and/or Purchase Order, a confirming PO must be requested from Purchasing by entering a Requisition with justification.
Items acquired in an emergency situation in which the normal purchasing process was not possible, will also require a Requisition with justification.

70. Procure to Pay
Allowable Unencumbered Purchases List The following is a list of allowable unencumbered purchases:
Petty cash reimbursements
Utilities/Telephone
Postage (U.S. Postmaster or University Mail vendors)
Memberships (Membership Dues form must be on file with the Purchasing Department before payment is made)
Direct travel payments (car rental, conference registrations & hotel payments)
Non‐Employee Travel Reimbursements
Revenue Funds
Fire Marshall Fee
Florida Administrative Weekly (Bid Posting)
FIU Foundation
Tax
Notary charges
Licenses
Insurance
Legal Services
Other Universities
Financial Aid ( Third Party )
Stipends
Doctors Bills (Athletics)
Medical Co-payments (Athletics)
Hospital bills (Athletics)
Other emergency expenses for student athletes (Athletics)
FIU One Card
Registration Fees
Deposit Payable

71. Procedures for Submitting Unencumbered Payment Requests
Procure to Pay
Procedures for Submitting Unencumbered Payment Requests
University Departments Responsibilities:
The department is responsible for verifying that all information is complete and correct.
All unencumbered requests must be submitted electronically
Attach all supporting documents (i.e. vendor’s invoice).
Note: Unencumbered vouchers fail budget checking when there is an insufficient budget for the payment of the invoice. The budget available for an expense is regulated by the Departmental Budget Manager. The Department is responsible for any interest penalties under FS a-c.
Departmental expenses are reconciled on a monthly basis.
Any discrepancies or errors in charges to the department should be reported to Accounts Payable immediately.
Only FedEX may be used for Overnight Check Delivery, entering the mailing and payment information using the Departmental Commodity Card. This information should be attached to the documents submitted.
Check Pickup must be coordinated thru the Accounts Payable Department. It’s for event vendors or payments requiring submission of confidential information only.
Office of the Controller

72. Useful Queries Query Viewer Description FIU_ALL_OPENENC_PRE
Procure to Pay
Useful Queries
Query Viewer
Description
FIU_ALL_OPENENC_PRE
All Open Encumbrances or Reqs
FIU_REQ_ENTERED _BY
Requisition list by Userid
REQUISITION_WORKFLOW_ROUTING
Open Reqs within specific date
FIU_REQ_APPROVER_LISTING
All Approvers Assoc. To A Req
FIU_REQ_APPROVAL_HIST_BY_DEPT
Req. Appr hist sourced to POs
FIU_PO_CATEGORY_LIST2
PO Category List (Eff/Acct)
FIU_PO_DEPT_PYMNT_VENDOR
Total paid by a dept by Catego
FIU_PO_LIST_BY_VENDOR
List of PO's Prompt by Vendor
FIU_PO_RECV_BY
Receipts Entered By
FIU_PO_TO_VENDOR
PO's Issued to a given Vendor

73. Procure to Pay Office of the Controller
Tips & Tools
User Productivity Kit (UPK): An on-demand learning tool, which provides learning activities to assist users in becoming familiar with the Campus Solutions environment.
panthersoft.fiu.edu/financials/onlinetraining.htm
Office of the Controller

74. Procure to Pay Office of the Controller
Website & Links
Office of the Controller

75. Procure to Pay Office of the Controller
Website & Links
Panther Post Newsletter Registration:
Purchasing Website for Manual & Procedures
FSSS PantherSoft Training:
Policies, Procedures & Manuals:
Forms:
Office of the Controller

76. Procure to Pay
Questions ?
Office of the Controller